HEI New User Training

1. HEI New User Training Spring 2013

2. Data Management and Analysis Staff For questions about your login information, contact Adam!

3. The Higher Education Information (HEI) System • Implemented January 1998 • Web-enabled data warehouse containing information from Ohio’s Public and Private Colleges and Universities • Contains information about • Academic Programs • Enrollments and Student Demographics • Finances • Facilities • Faculty and Staff • Financial Aid • Capital Planning • Distance Learning

4. How is HEI Used? • Data reporters submit files to the data warehouse containing information from his/her campus • Statewide data is complied and used to • Administer complex formulas, e.g. State Operating and Capital Subsidies, Resource Analysis, and Facilities Utilization • Respond to frequent ad-hoc data requests from the legislature, campuses, media, public • Produce static web-based reports and publications • Produce customizable & accessible web-based queries

5. Visual HEI Ohio Board of Regents 2. Data edited, cleansed of errors, then loaded to the HEI Database 1. Colleges and Universities Transmit Data WWW 3. Queries and Reports Available Colleges & Universities Key Decision Makers

6. Security and Privacy Practices • Two types of campus users • Liaisons • Appointed by the president of the institution • Grant access to file submissions and can submit files • Grant access to restricted queries and academic calendar • Data Reporters • Submit files • Access queries • Download previously submitted data • All users of HEI (campus and OBR) are required to sign and submit HEI data access and dissemination policy

7. Security and Privacy Practices • Much of the HEI homepage is open to the public • File descriptions, editing information, aggregate reports • Authorized users have account and password required to access secure areas of the database • SSNs in HEI are converted to unique OBRIDs and stored in secure table with limited access • Website protected by encrypted server and state firewalls • Direct Access to data by OBR staff ONLY

8. Questions?

9. Exploration of the HEI website Core Data Areas and Data Usage

10. http://www.ohiohighered.org/hei

13. Core Data Areas • Data is reported for and by Ohio’s Public Colleges and Universities (The University System of Ohio) • These core areas are • Enrollment • Faculty and Staff • Facilities • Financial • Academic Programs

14. Enrollment • SSN, OBRID • Demographics • First Time Enrolled in College • Academic Intention • Rank • Major (Academic Program) • Grade Point Average • Alternative Credit Hours • Degrees/Certificates Earned Students Courses • Courses Offered • Sections Offered • Credit Hours • Course Level • Remediation • CIP Code (subject code) • Attempt of Academic Credit • Course Outcome

15. Faculty and Staff Students • SSN, OBRID • Demographics • Appointment Status • Work Category • Tenure Status • Salary • Funding Unit • Highest Degree Earned • Sections Taught (workload) • Degrees/Certificates Earned Courses Instructors

16. Facilities Students • Space Inventory • Physical Condition • Functional Condition • Square Footage • Area Type and Function Codes • Class Meeting Times • Capacity and Utilization • Replacement Value • Ownership Status • Year of Construction • Year of Acquisition Courses Instructors Buildings & Rooms

17. Financial Students SPENDING Courses Instructors • Campus Budgets • Financial Statements • Revenues • Expenditure Buildings & Rooms

18. Academic Programs Program • Inventory of Programs • CIP Code (Subject Code) • Degree Level and Name • Concentration • Expected Time and Credit Hours • Program Status Students

19. Uses of the Data Higher Education Data Reports Distribution of State Share of Instruction (SSI) Resource Analysis Distribution of Financial Aid Capacity Reports and Utilization Basic Renovations Distribution Aged-Space Calculation

20. Timing of the Data • How often is data submitted? • Annually • At the beginning or end of the term • What is an edit window and how is it determined? • An edit window is the time you have to submit the file to our database for editing and loading • Based on either due date or capture date • For term enrollment files, 30 days after the capture date • For faculty and facility files, December 1 – February 6 • For financial files, October 1 – February 3 • Can file extensions and request windows to be reopened

21. How do I know when to submit?

22. File Submission Schedule Accessed from the HEI homepage, it provides the open and closed dates for your window based on your academic calendar. Extensions are reflected in the closing dates.

23. Questions?

24. Exploration of the HEI website Preparing data for submission

25. How do I submit data to HEI? • Via the Data Input Site • Data are submitted in a fixed width text file • Data are submitted by file name, year and term • The Data Input Site stores all your previously submitted files • Separate data input site for each data area • For enrollment files, once the end-of-term process has been run, the files are moved to the archive data input site

26. Census Date vs. Capture Date • Census Date • Designated point by when a student must be registered for a course in order to be included in HEI submission • For regularly scheduled courses, end of business on the 15th calendar day of the academic term. • For flexibly scheduled courses, end of business on the date closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern. • For flexibly scheduled courses meeting for less than seven consecutive days, all students who enrolled by the last day of the course, but not those who withdrew by the end of the course.

27. Census Date vs. Capture Date • Capture date • Point in time when the "snapshot" of institutional databases is to be taken. Relevant data effective as of this date are to be included in the HEI submission. • Vary from a flexible date (30 days after end of term) to a set date (November 1 of the calendar year)

28. Creating your text file • Create a text file per the Data Submissions Document guidelines • Text file creation documents are on the HEI homepage • Use the Data Fields section of the Data Submissions Document to appropriately format the data file • Depending on your institution, you may create the text file yourself, or a programmer will create it for you

34. Sample SE record and Data Formatting Conventions 123456789NHGHF10012000YNNYNYNN98OH2543215300360201382012AUYN987654321 • In your text file, each record is one line • Three Data Types • Alphabetic • Campus Code (OHSU) • Alphanumeric • Section ID (CHEM10) • Case and Blank sensitive • Numeric • Contact Hours (0010)

35. More Data Formatting Conventions • Number of Characters • Each record must be a certain amount of characters long (e.g. 61 or 70 for the SE file). One way to test is to copy your record into Word and do a “Word Count” • Column Position • Justification • Most files require left justification and will cause matching errors if your data are centered in each field • Make sure there is not a “hard return” at the end of your file or it will cause an error with the submission

36. What are Edit and Load Specifications? E&L Specs are the code that we give to our programmers to create programs to receive and input your data into the HEI database Contains the list of Errors and Warnings Contains information to understand the errors warnings Can be used by you to create programs to submit your data to HEI

38. What are Verification Tables? • Verification tables contain the lists of allowable entries for a field or allowable combinations of fields • IPEDS/ Institution codes are a good example • They can change from year • We make sure we have the accurate data for each year • For example, the course level/student rank • You probably won’t have a student with rank FR taking D level courses • Prevents errors in the data

41. The File Header Record • Each text file that you submit to HEI must have a header that tells the system who, what, when and how many • The header is the first row at the top of your text file containing all your records • Example • OHSUSE2012AU000001 • OHSU = Institution • SE = Type of File • 2012 = Year • AU = Term • 000001 = Number of records, must be 6 character spaces

42. Pre-submission Checklist • File header record correct? • Is the file formatted per the Data Submissions Document? • Is the submission only plain text? Are all extra characters removed before the delete switch? • Is edit window open? • If not, Extension Request! • All items completed on pre-submission checklist… file submission time!

43. Sample text File Ready to Submit Header Record No extra lines after data

44. Questions?

45. Data Input Site Submitting your text file

50. Here are other options available from your DIS.